CAO UPDATE

RECOMMENDATION:

THAT the report dated May 5, 2022 from the Chief Administrative Officer titled “CAO Update” be received for information.

PURPOSE OF REPORT:

To provide Council with information from the Office of the CAO regarding material events and happenings at Town Hall.

BACKGROUND:

An Administrator’s report for the Committee of the Whole meeting to apprise Council of the highlights of significant activities of the Town.

INFORMATION:

Administration:

Archive volunteers enjoyed an in-person meeting in Council Chambers, taking the opportunity to pick-up loaned items used for the Town Hall foyer display, deposit newspaper clippings into the reference files, and add information to the description records. Provincial Health Orders dependent, volunteers wish to gather again soon and return to working on projects.

With respect to records, ongoing inventory of pre-incorporation records – with a focus on improving access to property related files – continues. As well, staff continue to work on staff training resources, improvements to electronic filing structures, and updating naming convention guidelines.

As advised in the April CAO Update, the Access to Memory online repository is now live. Archives volunteers have been kept apprised of this project through the months and were notified by email of its launch in the first week of April. The public has access both through a direct site at https://viewroyalarchives.accesstomemory.org/ and now also through the Town’s website. Material continues to be added regularly from the Town’s collections with the most recent addition being May 5, 2022. After the CAO Update, there will be a brief presentation at the Committee of the Whole meeting by the Records Coordinator/Archivist.

April saw the launch of an alternative approval process for two park land disposition bylaws including the required newspaper notices. This legislatively prescribed process requires municipalities to seek elector assent through either an alternative approval process or by voting to adopt certain bylaws. In this initiative, two pieces of undeveloped park land are proposed to be disposed of to the Capital Regional District for incorporation into their Mill Hill Regional Park.

On Earth Day (Friday, April 22), the Town’s cotton reusable bags were handed out to members of the public that dropped by Town Hall to promote the recently adopted Checkout Bag Regulation Bylaw.

Invitations for the upcoming Volunteer Appreciation Dinner scheduled for late May have been sent out.

During April, Administration staff made preparations to mark Canada Day. With construction in full swing at the Craigflower Manor site, where prior years Canada Day celebrations have been held, and the ongoing COVID-19 pandemic with its variants impacting planning for gatherings, the Town will follow last year’s theme of providing Canada Day item “giveaways”. The Canada Day items include: two different styled buttons, pins, small paper flags, waterless tattoos and a 20” cotton canvas tote bag with the View Royal logo. View Royal residents can pick up the Canada Day items while doing business at Town Hall or attend after hours outside Town Hall by the main doors, on Tuesday and Thursday June 21st and 23rd from 4:30 pm to 5:30 pm. View Royal Canada Day 2022 information will be posted on the Town’s website, Public Notice board and on the Town’s social media.

Finance:

The audit team from MNP conducted the 2021 year-end financial audit in April. The audit was completed virtually and resulted in an unmodified (clean) audit opinion of the 2021 Consolidated Financial Statements.

Results from Citizen Budget engagement were reported for Council’s consideration and at the April 19 Council meeting the 2022-2026 Financial Plan was approved in principle. Council also considered 2022 tax rates in April, directing staff to prepare bylaws for adoption in May.

Property tax notice preparation is well underway. Home Owner Grant and Property Tax Deferment programs will continue to be administered by the Province and applications will not be received by the Town; instead, residents must apply directly to the Province. Staff are undertaking active messaging via the property tax notice and insert, the Town website and social media, and will also participate with other municipalities in a large newspaper advertisement.

Information Technology:

In April, Council participated in an exploratory demonstration of proposed new devices for Council. Staff presented the Microsoft Surface Pro tablet compared to the iPad Air device currently being used by Council, explaining the differences in functionality for the iCompass agenda software, and other aspects. It was concluded that the Surface Pro device provides Council a more fulsome and inclusive experience, as it would be the only device required to fully participate as a View Royal Council member, and all Town business can be performed on this single device.

Development Services:

Development Services is looking forward to the arrival of two new staff members later this month, bringing the Department back up to a full complement.

Over the past month, staff have initiated the development of zoning for the remaining land use contract areas and have included content on the Town’s website about this project. A letter was sent to all property owners in this area and staff are fielding a few phone calls in response.

The Community Development Advisory Committee held a special meeting to review and make recommendations on the draft Community Climate Action Strategy. After a final review, this Strategy will be coming forward to Council for endorsement.

The Committee will notice that the draft OCP is also on the agenda today which is the culmination of close to a year of work, many meetings, and much community engagement—all of which took place with COVID-19 in the background. Even with a pandemic, View Royal community members were active participants in the project. Staff and the consulting team appreciate the passion and care that community members bring to projects like this.

Engineering:

Three students were hired for summer jobs with the Town. One Engineering Intern and two Parks Labourers began their roles on May 2 and will support the Town’s Engineering and Parks Departments. The Town was successful in two grant applications, securing funding from the Government of Canada towards hiring these students for the summer.

As part of the Town’s battery replacement program, the emergency generator batteries at several pump stations were replaced. These batteries are replaced every five years to ensure there is no interruption to the emergency back-up power for our sewer pump stations and at Town Hall. Additional fixes to the pump station lid of the Glenairlie Pump Station were also completed.

A badly corroded wet well lid and opening mechanism was replaced at the Glenairlie Pump Station.

The Helmcken Bay Pump Station Upgrade project has recently been released for public Tender, with an expected closing date of May 27. The upgrades will include replacements of aging electrical and mechanical equipment that will improve the operations and maintenance of the facility.

Staff are at the initial stages in the development of the Active Transportation Network Plan. The first phase of the project involves gathering and collating data for the consultant to produce a Baseline Conditions Report. Once this is complete, the next phase will involve initial stakeholder and public engagement. Engineering will bring forward this initial stakeholder and public engagement strategy to Council prior to its launch.

The Town’s electrical contractor is undertaking annual maintenance and inspection of all traffic signals. Staff are investigating opportunities to improve safety at the Galloping Goose Trail crossing at Watkiss Way and Burnside Road West. This work is being done in concert with the BC Transit’s handyDART development project.

In coordination with BC Transit’s handyDART project, the site preparation portion of the Watkiss Way community park site is well underway. BC Transit’s contractor is undertaking the work on the Town’s behalf to level-off the grade of the land, making it more usable for future public use. The fill soil is being sourced from neighbouring construction sites as an effort to offset the greenhouse gas emissions of trucking.

Preparation for the busy spring and summer season has begun. Grass maintenance in parks and greenspaces, as well as the increased refuse collection within these parks, are the current focus for Parks staff. Water for irrigation and water fountains has been turned on for the season, including irrigation for the Community Gardens at View Royal Park to prepare for the upcoming growing season.

The View Royal Fastball Association has assisted again this year with preparation of the infields at Helmcken Centennial Park. This is a great help to Parks in getting the diamonds in shape for the 2022 ball season, especially with the wet spring weather.

The Town was successful in a grant application through BC Hydro’s Regreening program. The grant will fund the purchase of plants for pollinator beds at Welland Legacy Park and Community Orchard.

Mapping of draft documents was completed for the Official Community Plan and Permitted Election Sign Zones in collaboration with Development Services and Administration Departments respectively. A draft of the tsunami warning zone map was also submitted for review and approval by Emergency Operations.

RECOMMENDATION:

THAT the report dated May 5, 2022 from the Chief Administrative Officer titled “CAO Update” be received for information.

SUBMITTED BY:

K. Anema, Chief Administrative Officer